2026 Grissom Airshow Traffic and Parking Management SOW.pdf

STATEMENT OF WORK

Airshow Traffic & Parking Management

1.0. BACKGROUND

1.1.Grissom Air Reserve Base (GARB) will host the Grissom Air & Space Expo event which is expected to draw over 40,000 visitors and nearly 15,000 additional vehicles daily to the base for the airshow on 29 & 30 August 2026.

2.0. SCOPE OF WORK

2.1. The primary purpose of this service is to guide inbound/outbound traffic from main thoroughfares such as U.S. 31/IN-218 in coordination with the Indiana State Police to designated parking zones and manage the parking vehicles efficiently in the provided parking zones. Guide and route outbound vehicles out of the parking zones to the thoroughfares during the day. Upon ending of the airshow guide traffic via specified route from the parking zone to main thoroughfares. This service shall be according to a safest and efficient plan to manage parking capacities on base during the multi-day event in coordination with the Indiana State Police. This event is anticipated to receive between 10,000-15,000 vehicles daily between 0800 to the end of show around 1700. Traffic responsibilities may last past 1800 hrs. The Airshow Director or designated representative will determine when responsibilities are complete. Airshow parking management is essential to facilitating a safe and secure environment for personnel and resources. Due to the complex and unique security requirements of this event, the Contractor must have experience managing traffic and parking for a large-scale event with attendance of at least 30,000 visitors. In addition, the contractor must demonstrate knowledge and experience working with local area authorities (police, sheriffs, Department of Transportation, and security forces).

3.0. TASKS

3.1. Pre-Event Planning & Set-up

a. The Contractor shall maintain communication (email, phone etc.) with the Government, and be available for meetings (example: VTC, phone conference, go meeting, Teams) as may become necessary before the period of performance.

b. The Contractor shall provide employee information to the Government no later than 30 days prior to beginning of performance period, to screen all contractor employees for access eligibility and approval. (i.e., quantity of personnel, basic information to include first and last names, date of birth, and driver license number with contact information and quantity of vehicles) Providing Social Security number will speed up the vetting process and ALL personally identifiable information (PII) will be handled in accordance with the Privacy Act of 1974.

c. Contractor shall follow 434 ARW Base Defense Plan requirements and access procedures at all times.

d. Contractor shall submit employee changes immediately as they occur for screening and approval.

e. Grissom ARB retains the right to deny access to anyone who fails to meet access requirements.

f. Contractor shall have all vehicles and equipment inspected before entry to Grissom ARB as determined by 434 SFS.

g. Contractor and personnel to be in place, set up and ready 1.5 hours before (0800) Grissom ARB opens the installation to the public. Parking attendants to remain in place until all airshow patrons have departed their respective parking zone at end of day, validated by Airshow Director or designated representative.

h. Develop a written parking and traffic management plan in coordination with Indiana State Police from the main thoroughfares of US 31 and IN-218 for guest arrival and departure to the identified parking areas in Attachment A no later than 45 days after contract award.

i. Contractor will be on site during the period of performance and train all volunteers required to staff all traffic control points, and all parking areas identified for inbound/outbound traffic. Contractor will conduct site visit within 60 days of contract being awarded.

j. Contractor will guide public traffic to/from identified parking areas, manage public traffic and park public traffic on/around Grissom Air Reserve base as identified in Attachment A. Grissom ARB reserves the right to update parking lots and work with Contractor to adjust available lots based on weather conditions/availability/coordination/pending approvals.

k. Contractor and personnel provide parking lanes for handicap parking in identified zones of the written plan.

l. Contractor and personnel receive and manage inbound and outbound vehicle traffic for DV Pass holders and manage parking in DV section with coordination of Airshow Director.

m. In the event of inclement weather bearing potentially catastrophic consequences during the Air Show or an emergency, the contractor shall assist evacuating vehicles from the installation, as directed by Airshow Director/wing leadership.

n. Contractor and personnel be required to keep the Airshow Director or designated representative, up to date with parking lot fill status, so inflow traffic can be stopped and rerouted by 434 SFS or Indiana State Police.

o. Contractor and personnel contact the Air Show representative for approval of any request to deviate from any part of the tasks, scope of work requirements.

p. Contractor and personnel manage, collect, and dispose of foreign object debris (FOD) within all parking areas throughout the period of performance.

q. Contractor and personnel report emergencies, crimes, vehicle accident and any suspicious incidents observed or reported by the public, within general parking areas zones to Airshow Base Defense Operations Center (Airshow BDOC).

r. Contractor and personnel have an orderly plan for mass exodus of vehicles leaving the parking zones at end of day and in emergency events.

s. Removal Instructions: Contractor shall remove all signage, trash, FOD, business and personal effects of all personnel, returning the area in the fashion it was received prior to period of performance.

t. Contractor and personnel are required to protect all correspondence and receive approval to publicly post information regarding airshow operations or plans in any electronic (email) or social media platform in order disrupt and hinder terrorist planning for Force Protection of Grissom ARB personnel, assets and public attendees.

3.2. Implementation

a. The contractor shall identify the adequate number of qualified personnel to perform duties during this period of performance. The contractor shall provide a list of names of all employees who shall act for the contractor. These individuals must be fluent in the English language. The Contractor shall provide sufficient staffing levels to safely manage parking and traffic for an event of this size. Staffing shall include Event Parking Manager/Area Supervisors/Parking Attendants/Traffic Directors. The government will provide the identified manpower needed to facilitate the plan.

b. Airshow days of 29 August 2026 and 30 August 2026 to conduct traffic management for general population in identified parking areas for approximately 10,000-15,000 vehicles Peak periods of traffic are anticipated from 0900 to 1300 and 1400 to 1700. Contractor shall make every effort to execute the plan in a manner that allows the last egressing vehicle to exit the base within 90 minutes of intended departure.

c. In accordance with the plan, the contractor shall coordinate with volunteers and the SFS to clearly mark all parking areas identified in the plan with military-provided spray chalk and signage.

d. As outlined in the plan, the contractor will, with the assistance of event volunteers, ensure the placement and then removal of traffic cones each day to permit normal operations before and after the shows.

e. Working with local law enforcement and the SFS, the contractor will serve as the parking operations manager, directing when traffic control points shift to relief routes, in real time.

3.3. Provide a comprehensive after-action report of all aspects of the event results and provide any necessary recommendations for improvements for the following Airshow.

3.4 The government shall provide all required equipment, in quantities explicitly identified in the plan (traffic cones, safety vests, handheld radios, golf carts, chalk, chalk guns, measuring wheels, barriers, vehicles, rope, tally counters and work gloves). Additionally, roadway and parking lot signage will be provided by the government but will need to be placed into location identified in the plan by the contractor with the assistance of volunteers. All government furnished equipment will be accounted and signed for prior to issuance and upon returning.

4.0. OTHER UNIQUE REQUIREMENTS

4.1. Contractor workers/laborers are required to always act in a professional manner throughout the duration of contract. Contractor workers/laborers shall always represent themselves and the company they are employed by in a professional manner. Contractor workers/laborers shall at all times adhere to local laws and Grissom Air Reserve Base military installation regulations. All workers/laborers will possess on their person at all times valid government issued identification.

4.2. The Contractor’s personnel shall present a neat appearance and be readily recognized as a company employee.

4.3. The Contractor shall use distinctive clothing by wearing the name of the company and by wearing identification badges.

4.4. Contractor personnel shall at all times be under the supervision of the contractor and not under the supervision of the U.S. Government or any of its officers or employees. The contracting officer will bring discrepancies or noncompliance with the contract clauses, specifications, or Statement of Work to the attention of the contractors’ supervisor or foreman for necessary corrective action.

4.5. Personnel employed by the Contractor in the performance of this contract or any representative of the Contractor entering the Government installation, shall abide by all security regulations of the installation and shall be subject to such checks as may be deemed necessary.

4.6. The Government reserves the right to direct the removal of an employee for misconduct or for security reasons. Removal of Contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance.

4.7 The contractor shall, if any of the services does not conform to the contract requirements, be required by the Government to re-perform the services in conformity with the contract requirements, at no additional expense to the Government.

5.0. TRAVEL INFORMATION

5.1. Travel if required will be the Contractor financial responsibility for any and all travel costs to perform work as required for the site visit and during the period of performance as needed to successfully execute tasks in this statement of work. Note: With advance notification and depending on availability the government can assist with securing rooms on base at base rates and rental vehicle at rates for the air show during air show week.

6.0. PERIOD OF PERFORMANCE:

6.1. Period of Performance.

August 27 – August 30, 2026

7.0. PLACE OF PERFORMANCE

7.1. Grissom Air Reserve Base, Miami County, Indiana.

8.0. GOVERNMENT POINT OF CONTACT (TPOC).

8.1. The Contracting Officer shall designate a Government Technical Point of Contact (TPOC) during the term of this contract.

8.2. Contracting Officer Authority. The Contracting Officer is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely in the Contracting Officer (Reference Block 31 on the SF1449). In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and solely at the risk of the contractor.